ADMINISTRATIVE ASSISTANTPosition Number:
University StaffJob Type:
Chicago-Water Tower CampusDepartment Name:
SCHOOL OF BUSINESSLocation Code:
SCHOOL OF BUSINESS (02200A)Is this split and/or fully grant funded? :
NoDuties and Responsibilities:
Under the supervision of the Associate Director, Business Development and Strategic Marketing, performs various administrative functions related to the programs conducted by the Business Leadership Hub and the centers. These activities primarily include the following:
Manage special projects when needed including:
•Establish project budget, scope and timeline
•Determine essential resources
•Track progress and performance
•Coordinate project completion
•Maintain project documentation
•Supports organizational change management from debrief post project
Organize and coordinate events – onsite materials, run-of-show, staffing needs for: Hub, EPEC, FBC, BCSER, SVCC:
•Reserve event and program spaces
•Order catering for all events and programs
•Request setup for registrations for events and programs
•Request setup and A/V needs for all events and programs
•Create and maintain monthly event and programming calendars
•Coordinate international short-term study abroad program logistics for visiting schools
Oversee IT platforms, cloud-based systems and apps utilized by the Hub and Centers:
•System administration for Salesforce – monitoring upgrades, creating new users, troubleshooting errors, customizing processing, schema building
•Technical support and training for Salesforce users
•Configure new applications in Salesforce based off user needs
•Program automated processes in system
•Data maintenance for Salesforce – clean data and prepare for imports, data imports
•Build out event-related apps – prepare data imports, data imports, troubleshoot errors, app customization
•Pull Hub data when requested
•Complete appropriate hiring paperwork for new student workers and submit EPAFs – Supports updates to the websites of each center in coordination with marketing and IT teams. – Researches and supports content development for websites of the center
Supports sales and marketing for the Hub and Centers:
•Serves as entry point for inquires and ensures that existing members, sponsors and other leads are directed appropriately
•Strong communication skills that embody our Jesuit mission in all interactions both internally and externally
•Supports sponsorship and marketing calls
•Performs other duties as assigned
High school diploma or equivalent and one to three years of relevant experience.Qualifications:
•Bachelor’s degree preferred with some experience in event management.
•Strong organizational skills and effective verbal and written communication skills essential.
•Must be self-motivated with the ability to multitask and work effectively independently.
•Strong attention to detail, accuracy, sound judgment and the ability to maintain confidentiality required.
•Ability to read, analyze and interpret general business periodicals.
•Ability to write error-free reports, business correspondence and other communications.
•Ability to weigh options, structure ambiguous situations and solve practical problems in situations with incomplete information.
•Ability to interpret written and oral instructions.
Proficiency with Microsoft Office Suite, particularly Excel and PowerPoint, Salesforce a plus, cloud-based systems and apps. Willingness to learn various university platforms.Supervisory Responsibilities:
NoRequired operation of university owned vehicles:
03/22/2021Quick Link for Posting: